The Leading Edge: What Matters

Volume 2 | Issue 1

January 2011

Welcome to the first 2011 issue of The Leading Edge, a bimonthly e-letter for Leadership Development Services. Last year we focused on foundational topics of leadership. This year we will be building on that foundation and looking at what leaders do and how they do it. We will feature interviews with leaders who are models of excellence.

Leadership In Action

It has been said that, "Meetings are a place where minutes are taken and hours are lost." This statement would by funny if it weren't true. An amazing amount of productivity is wasted in meetings. The research shows that while participants rated 80% of meetings as having a valued purpose in convening; only 40% actually lived up to their promise and produced worthwhile results. When asked, "What's wrong with your meetings?" we frequently hear the following complaints from our clients:

No agenda
Hidden agendas
Started late
Ran over
Got off focus
Conflict was distracting
Not enough preparation
Too much information
No leadership
No control

The most effective meetings come from good planning and leaders can reduce dissatisfaction by being adequately prepared.

Meetings in Action

Kathy Bollinger, President of Banner Health, spends most of her days in meetings and it is important to her that her time at the meeting is used well. "I want the meeting leader to manage the meeting - use an agenda and keep us to it. The leader needs to make sure there is clarity on decisions and agreements. I appreciate it when the meeting leader "calls the questions" -- the meeting leader sees that the group is ready to decide or act on an issue and further discussion is unnecessary. It is important to summarize the outcomes and actions at the end of the meeting. I find it helps participants leave the meeting assured that something happened and everyone is on the same page. That way assignments and due dates are clear to everyone."

Meetings: Strategies for Success

Leading an effective meeting is an important skill set. You can take specific steps and actions that contribute to your success as a meeting leader.

Before the Meeting

Ask yourself:

What needs to be accomplished? (i.e. a decision, a recommendation)
What is the best way to get there?
Who should attend to help achieve the objectives (beyond the usual players)?
What kinds of conflict might arise when working through issues and how can it be diffused prior to the meeting?
What ways can the participants prepare themselves in advance?
How much time does each agenda item require?

During the Meeting

Set ground rules and/or review those previously agreed upon by the group. Remember, it is easier and more desirable to manage the meeting than manage the people. Refer to an agreement (such as "not interrupting"), to refrain a vocal participant who is jumping in and interrupting others.

Keep up the energy in the room by engaging participants. Not all contributions are created equal. Ensure everyone has a chance to contribute in some capacity. Call on quiet participants during a lively discussion before all the opportunity for input has passed.

During strategic discussions, involve as many people as possible to think creatively. Consider conducting small group conversations and then opening it up to the whole.

Manage behaviors that derail meetings (see our fourth blog this month, "Meeting Derailers: How to Manage Difficult Participants")

When meeting leaders lose control or let negative behaviors and side conversations distract, it diminishes results and decreases likelihood of attendance at future meetings.

After the Meeting